JCDL Steering Committee Minutes JCDL 2004 Meeting, June 9, 2004 Steering committee members present: Nabil Adam, Chris Borgman, Ed Fox, Richard Furuta, Gary Marchionini, Erich Neuhold, Ingeborg Solvberg Others present: Ching-Chih Chen, Hsinchun Cheng, Holly Devaul, Cathy Larsen, Ee-Peng Lim, Mary Marlino, Frank Shipman, Tammy Summer --- JCDL 2004 status and updates Ee-Peng updated the committee on the program aspects of the JCDL conference. Details of the submissions received and accepted are in the proceedings. Four reviews were solicited for each full paper with the goal of having at least three completed papers for the authors. Once again, the conference used the SMART system to manage the paper acceptance and review process. Ee-Peng indicated that one surprise for him was how close to the deadline many authors work--despite the eventually healthy number of submissions received, there were not many submitted only one week before the deadline. Hsinchun noted that the conference moved to three full tracks this time. In terms of publicity, he felt that the bookmarks had had good impact (around 5,000 to 6,000 were distributed before the conference). Organizationally, the three co-chairs split duties, and special attention was paid to making sure that publicity got to international locations along with the chairs during their travel. Attendance at the core meeting was lower than projection (around 300 actual instead of the 350 expected) but attendance at the Symposium on Intelligence and Security Informatics was greater than expected, making up the difference. Tutorial attendance was as expected. Tutorials and workshops with insufficient registration were cancelled instead of being offered. As in previous years, all workshop and conference attendees are expected to pay registration for their respective meetings. The exception were the conference's keynote speakers who also received expenses, but not honorarium. The conference decided to provide lunches this year because of the relatively isolated meeting location. As a result, the banquet was separated out as an extra-cost option. (Note: Banquet attendance was reasonable--over 1/3 and possibly 1/2 of the conference registrants attended). In addition to the conference budget, the conference also received about $20K from the University of Arizona, $8K from industrial sources, and $85K from the NSF in support of the security workshop. --- JCDL 2005 status and update JCDL 2005 is nearing completion of its hotel negotiations. Preparation of the TMRF is in progress. The conference committee is mostly staffed with the program committee yet to be invited. --- Awards The awards given at JCDL 2004 were discussed. General reaction to the poster award was favorable. Hsinchun will consider funding the International paper and poster awards for another year. Nabil will also consider whether to offer the Student Environmental Studies paper award again. --- Doctoral Consortium TCDL is initiating a doctoral consortium with JCDL 2005. Ingeborg and Patrick Fan were appointed by TCDL as a task force to find organizers for this event and to get the organizational efforts started. The consortium will require space from JCDL 2005 but will try to minimize other demands on the conference. We will need to consider whether to incorporate this as a JCDL event in subsequent years. --- JCDL 2006 The steering committee received a proposal from Gary Marchionini to hold JCDL 2006 on the University of North Carolina's campus. Some key people have been identified for the conference committee already (Gary as General Chair, Barbara Wildemuth as Treasurer and Michael Nelson as Program co-chair augmented by a more senior member of the community). The committee voted to accept the proposal (Ed moved, Chris seconded, unanimous vote with Gary abstaining). --- JCDL 2007 The steering committee is soliciting proposals for JCDL 2007. There was some discussion about a promising lead. --- JCDL attendance trends The UNC facilities are likely to be limited to a top attendance of around 400 people. This seems like a reasonable number given historical trends. The committee discussed some of the topic areas that have seemed to decreased in the conference and others that have increased. In some of the decreasing topic areas, it appears that other venues have opened for those interests (specialized conferences, for example). In others, we need to make efforts to once again include them in JCDL, without at the same time alienating those interested in some of the areas that have become stronger in the past few years. --- Meeting adjourned.